Legal Issues Impacting GSIs' Teaching

Student records – protecting students’ information

All information about a current or former student – such as their personal information, enrollment details, assignments and grades – form part of their “student record”, which is protected by a Federal law, the Family Educational Rights and Privacy Act of 1974 (commonly called “FERPA”). Student records must be handled in accordance with that law by all those who have access to them. For example, the requirements mean that:

• you may not post grades using the student’s name or ID number
• when returning student tests and papers, a system must be used to prevent access and/or release to anyone other than the student
• you should password protect spreadsheets that contain student information
• you can only use student information for purposes directly related to your role as an instructor; it would be inappropriate to share personal information that you learn about a student in your capacity as a GSI with others in your capacity as a student.

For more information, you can complete the RO 100: FERPA at U-M online training module or read through the U.S. Department of Education FERPA website.

Safety – for yourself and your students

The University has strict obligations to keep its students and employees safe. Never do anything that seems unsafe, and never let anyone else do something that seems unsafe. Here are some practical things you can do to improve everyone’s safety:

• Take a few moments at the start of the semester to familiarize yourself with the safety and emergency protocols of each of the classrooms and labs you are teaching in – what would you do if an alarm went off in class? Where would you evacuate to? Where is the nearest fire extinguisher?
• If your class has laboratory components, make sure you know who your lab’s Safety Coordinator is. Follow all relevant safety procedures and ensure students do the same. Get to know the best practices and safety considerations for teaching laboratories established by U-M’s Department of Environment, Health, and Safety. If you see something unsafe happening and can’t find your Safety Coordinator, contact Environmental Health and Safety.
• If you are injured while working, or witness an incident where someone else is injured, you must report it in line with your Department’s normal procedures (or to Work Connections).
• Program the Department of Public Safety non-emergency number, 734-763-1131, into your phone so you know you can call them anytime you need to.

Copyright – making sure class materials are legally used and distributed

When creating and reproducing class materials, there are copyright compliance issues to consider. Make sure you understand the legal limits of how you can and cannot use or hand out materials in your classes (or post them on Canvas) by reviewing the U-M Library Copyright Services site on using copyrighted materials.

Appropriate treatment of students

Keep your interactions with and treatment of students fair and equitable at all times.

• As an instructor, you must apply the same standards and offer the same opportunities to all students in your class. This includes students in special programs, like athletics. For example, you can give a student-athlete an extension or agree to some alternative assessment if the same opportunity would be given to any other student in analogous circumstances. However, you are not permitted to give them special treatment just because they are an athlete, nor are you permitted to deny them opportunities for academic flexibility that you would normally give other students.
• U-M’s standard practice guide (SPG) explicitly prohibits instructor-student relationships (e.g., sexual, romantic, amorous, and/or dating relationships).
• Under the Americans with Disabilities Act (ADA), a student (or employee) with a disability generally must disclose disability to the appropriate individuals in order to access reasonable accommodations. An accommodation is a modification to an existing course, requirement, assignment, activity, or policy that is implemented to provide a single student with equitable access to learning. At the University of Michigan, undergraduate and graduate students may disclose their disability to Services for Students with Disabilities (SSD) and SSD will keep this information private. An instructor may first become aware of a student’s need for disability accommodations by way of a notification sent via email through U-M's Accommodate System by SSD. The Accommodation Letter is provided to faculty directly from SSD through the online Accommodate interface/dashboard. Instructors use the Accommodate system to communicate with SSD specialists to ensure that requested accommodations are being implemented. Instructors are legally required to implement the accommodations outlined within the Accommodation Letter. SSD cannot require that instructors alter the technical standards or fundamental components of a course, which means that an instructor's interpretation of how an accommodation should be implemented in their specific course matters greatly to disabled students' experiences of access. For disabled students, this can result in uneven implementation of their accommodations from class to class. At CRLT, we encourage instructors to work together with the student to identify routes to learning and mastering course learning objectives that are viable for the student, based on their understanding of their needs and what works for them. Use the power you have in your role to open up a student-led conversation about how accommodations can enable full participation within your particular teaching context.

Digital Accessibility

The ADA Title II was updated in 2024 to clarify scope, timeline, and questions around digital accessibility compliance at public universities. After April 24, 2026, public universities’ web and digital content must meet the WCAG 2.1 AA standard for digital accessibility. The defined scope is broad, as it includes web content, social posts, mobile and web apps, and all course materials, including password-protected course materials and software purchased and disseminated by third party vendors.

The Standard Practice Guide (SPG) on Electronic and Information Technology Accessibility is U-M’s official policy that defines what is required for digital accessibility at the university (full text of SPG 601.20 here). According to our policy:

• All electronic and information technology at U-M must be as effective, available, and usable for people with disabilities as it is for people without disabilities
• This policy applies to all parts of the university, including both internally developed and vendor-supplied technology
• Assistive technology tools are required for people who need them

As GSI roles and responsibilities vary tremendously across the university, it is helpful to first clarify with your lead instructor (and any other instructional team members, if applicable) whether you are expected to create any digital resources, such as syllabi, slides, digital handouts or assignments, or a Canvas site. Regardless of whether you are an instructor of record or not, if the creation of digital resources is part of your responsibility as a GSI, know that digital accessibility is also part of your responsibilities.

For more details, you are highly encouraged to visit the Digital Accessibility website, which provides robust advice on making accessibility a part of everyday work at U-M.